Work(place) Evolution

Several factors contributed to the Faculty of Medicine’s decision to introduce a shared workspace model.
Through recent strategic planning, the Faculty identified some short- and long-term space challenges that must be addressed. Based on operational data and workplace surveys, we know that hybrid work has fundamentally changed how people work onsite and the types of workspaces they need.

Several of the Faculty’s existing workspaces are being used inefficiently. Many are vacant or underutilized and not optimally configured for hybrid work. There’s an increasing need for spaces that support and encourage formal and informal interaction and collaboration when people are onsite (e.g., meeting and collaboration spaces, quiet spaces, individual desks, and informal gathering spaces).

Given these challenges, this project is an opportunity to reimagine how our workplaces are used to address space pressures and better support individuals and teams to connect, collaborate, and do their best work in a hybrid environment. The new model will enable the Faculty to responsibly, effectively, and sustainably use existing space.

The Faculty’s 2021-2022 work with Gensler Architecture and Design, an environmental scan of other post-secondary institutions that had adopted a hybrid working model, and consultation with Faculty leaders informed planning for this project.

This project is a joint initiative between the Faculty of Medicine’s Space Planning & Facilities Management and Digital Solutions units. It is sponsored by the Faculty’s Facilities & Capital Planning Committee.

No. At this time, the project involves rolling out the shared workspace model with select Faculty of Medicine units at some worksites.

Absolutely. The project team will regularly seek input from leaders and staff from participating units to shape the rollout and ensure the shared workspaces and guidelines meet the needs and circumstances of their units and sites. Based on their success, the engagement approaches used in Phases 1 and 2 will be replicated in Phase 3.
Each project phase will involve early engagement with participating units to understand their experiences with hybrid work and to gather input on their physical space requirements and support required for smooth implementation.
Unit representatives will be identified to relay their unit requirements and other input to the project team and to disseminate key project information to their colleagues. Staff will be able to share feedback through surveys, anonymous feedback forms, emails, and their unit representatives

As of now, the timelines for Phase 3 implementation at City Square South site are as follows. The project team will reiterate key implementation details via a broadcast email to all participating staff and in future communiques as needed. We ask unit representatives to ensure these are also shared in team meetings.

Please note these timelines are subject to change. The project team will notify unit representatives as soon as possible if any changes are anticipated.

To date, we are pleased to share that the transition has gone quite smoothly across all units. Since Spring 2023, 22 Faculty of Medicine units have successfully transitioned to this model and are using 220 shared workspaces at four sites:

•    P.A. Woodward Instructional Resources Centre (3rd Floor)
•    Djavad Mowafaghian Centre for Brain Health
•    Life Sciences Centre (LSC)
•    Gordon and Leslie Diamond Healthcare Centre (11th and 2nd Floors)

In general, users appreciate the ability to book and use a variety of workspaces and individuals and teams are making good use of shared workspaces at participating worksites.

Once the Phase 3 rollout concludes, there will be a period of evaluation and refinements to shared space, tools, systems, and the shared space guidelines will be made as necessary. We anticipate shared space to be a permanent change for all units involved in the implementation of the model.

Yes, a set of guidelines lay out expectations and best practices for booking and using shared workspaces at specific worksites. They cover checking in/out of individual workspaces, managing noise, maintaining cleanliness, handling workspace furniture/equipment, individual and team storage, information security and handling of printed files/materials, and accessing technical support. Guidelines for worksites that have transitioned to shared space are listed on the Hybrid Work – Sharing Workspace page on MedNet.
The guidelines will be reviewed for each group being onboarded and updated to their circumstances, as best as possible.

Expectations regarding when and how frequently Faculty of Medicine staff need to work onsite will continue to be determined by unit directors.

Yes. You will be able to book individual workspaces up to four weeks in advance through Condeco (the online booking tool) and see who is booked to work nearby. This will allow teams to continue to work in the same areas on days when they are onsite together.

Booking meeting spaces will continue through RoomFinder and Advance Booking Manager, which allow teams to make recurring bookings up to six months in advance. The transition to shared space does not impact this process. For more information, visit the Room Booking website on MedNet: https://mednet.med.ubc.ca/resources/room-booking/

Some small enhancements to existing spaces may be made, depending on the site. No additional enclosed spaces are being created as part of this project.

The project team will work with each unit to gather requirements and understand any unique needs. Decisions regarding dedicated workspaces will be made within that context and on a case-by-case basis. Ultimately, space doesn’t ‘belong’ to any individual.

Each workstation will include two monitors, a universal docking station, a mouse, a wired keyboard, and a web cam.

Each unit will be trained on using Condeco before making the transition. During a ~30-minute session on Zoom, participants will get a demonstration of how the platform works; learn how to book, release, and check into a workspace; and find where colleagues in their team and other units are working.
Training on MS Teams, RoomFinder, and Zoom functionality in meeting rooms is available through the Digital Solutions Collaboration team. For more information and to request training, visit: https://mednet.med.ubc.ca/resources/facilities/hybrid-work-sharing-space/technology-tools-training-in-shared-workspaces/.

Everyone will have access to some form of personal storage in shared workspaces – whether lockable day-use lockers and/or wardrobes or pedestal under-desk storage – for onsite days. The amount and type of personal storage and where it is situated will depend on the location.

Staff are encouraged to keep personal items, such as family photos and spare shoes, at home even if they plan to frequently use the same shared workspace. Individuals must leave workspaces clean and clear and take all personal items with them at the end of a booking.

There will be small, dedicated spaces in shared workspace environments for units or programs to store equipment and important materials required for onsite work. The amount, type, and location of storage will depend on the needs of the unit and what is possible space-wise in each location/facility.

Because team storage is limited, units will need to review and prioritize items being stored and digitize files wherever possible.

Ensuring that staff feel safe and secure in shared spaces is a priority. The project team is considering personal safety and security needs as well as keeping personal items safe when staff are working onsite.

All UBC employees are required to meet WorkSafeBC and UBC requirements, including mandatory health & safety training. This training is complemented by having relevant information being posted in visible locations throughout our offices. As each of our sites is unique, staff using shared spaces are strongly encouraged/required to familiarize themselves with the posted information about emergency procedures and contact details at that location.